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HUMAN RESOURCE MANUAL

DEVELOPMENT SUPPORT AGENCY OF GUJARAT (D-SAG)

BLOCK NO. 8/2, NEW SACHIVALAYA

GANDHINAGAR-382 010

1

HUMAN RESOURCE MANUAL OF DSAG

CHAPTER NO.

SUBJECT

PAGE NO.

1.

Constitution and mandate of DSAG

2

2.

Mode of induction of Consultants

5

3.

Classification of Consultants

12

4.

Terms and conditions

16

Appendix-I

GR of setting up DSAG

-

Appendix-II

GR of posts sanctioned in DSAG

-

Appendix-III

GR of appointment of CEO & AO

-

Appendix-IV

Contract sample of Full time Consultants

Appendix-V

Contract sample of Part time Consultants

-

Appendix-VI

Formats of monthly and yearly performance appraisal of

Full time Consultants

-

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CHAPTER-1

3

THE CONSTITUTION OF D-SAG AND ITS MANDATE:

D-SAG was constituted by State Government’s G. R. No. VKY-102007 244-P dated 5th

April, 2007 (Copy of the G. R. is at Appendix-I).The Society was constituted under

Societies Registration Act, 1860 and was registered at the District Registrar’s office,

Gandhinagar.

From time to time, State Government has asked D-SAG to perform certain additional

roles. State Government has issued following orders in this regard:

(a) Handling of point No. 1,3,7,9 and 10 of Chief Minister’s Ten Point Programme and

coordinating seven related departments (Tribal Development Department’s GR No.-

PRC-Review-2007-DSAG-TPP dated 10/07/07);

(b) Conducting SATCOM based training programmes, development of MIS and IEC

packages and development of IT based projects (ibid);

(c) Engagement of third party monitoring agency for CM’s Ten Point Programme (ibid);

and

(d) Development of programme web site (ibid).

With approval of the Finance Department, D-SAG was authorized certain general

manpower for performing its roles vide G. R. No. VKY-102007-195-TPP dated 7th

September, 07 (copy of the GR is at Appendix-II). In addition to this, from time to time,

D-SAG will engage full time or part time Consultants to perform certain specific roles

either for a project being implemented by D-SAG or otherwise as and when funding for

the same is available from any source. As such, the effective sanctioned strength of D-

SAG will have to take into consideration the nature of on-going projects and whether any

specific manpower was sanctioned in those projects.

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1. MODE OF INDUCTION OF CONSULTANTS:

Consultants will be engaged through following methods:

Method-1: Campus recruitment;

Method-2: Open advertisement followed by proficiency test;

Method-3: Grading of curriculum vitae (based on advertisement);

Method-4: Direct approach to individuals or institutions in certain

specific cases;

Method-5: Obtaining short list from employment exchange and

subsequent proficiency test; and

Method-6: Pre-placement offer.

2. BROAD LEVELS OF CONSULTANTS:

Other than for the posts of Chief Executive Officer, Joint Chief Executive Officer &

Accounts Officer, who will be deputed by the State Government vide Tribal

Development Department’s GR No. VKY-102007-244-P dated 11/04/2007; D-SAG will

engage either full time or part time Consultants for performing the tasks assigned to it.

In these two categories, there will be following levels-

S.N. LEVEL MODE OF INDUCTION SUBSTANTIVE

DESIGNATION

Full time Consultants:

1. S-1 Method-5 Office Assistant

2. S-2 Method-5 Office Assistant

3. S-3 Method-5 Executive Assistant

4. S-4 Method-5 Executive Assistant

5. S-5 Method-1, 2 or 6 Jr. Consultant

6. S-6 Method-1, 2 or 6 Consultant

7. S-7 Method-1, 2 or 6 Sr. Consultant

8. S-8 Method-2, 3 or 4 Adviser

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S.N. LEVEL MODE OF INDUCTION SUBSTANTIVE DESIGNATION

Part time Consultants:

1. P-1 Method-4 Apprentice

2. P-2 Method-4 Interns

3. P-3 Method-4 Interns

4. P-4 Method-3 Consultants

5. P-5 Method-3 Consultants

6. P-6 Method-3 Consultants

7. P-7 Method-3 Sr. Consultant

8. P-8 Method-4 Special Consultants/ Volunteers

3. PROCEDURE FOR INDUCTION:

METHOD- 1: CAMPUS RECRUITMENT

The procedure for campus recruitment is as followed:

Step-1: Pre Placement Talk

The objective of such an overture is to provide insights to students regarding the

structure, nature of job, remuneration package being offered, career prospects and details

of the recruitment process of the organization.

STEP-2: PROFICIENCY TEST

In order to assess the conceptual skills, clarity and working knowledge on the issue, as

well as written skills of expression; a proficiency test will be conducted.

Step-3: Presentation and Personal Interview

A brief presentation will be made by the candidates on the documents prepared by them

as a part of proficiency test. The presentation will be followed by personal interview to

assess overall knowledge of the candidates.

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METHOD-2: OPEN ADVERTISEMENT FOLLOWED BY PROFICIENCY TEST

The procedure for open advertisement is briefly described below.

Step-1: Advertisement & Publicity

Brief advertisements will be issued in one national level English and one Gujarati

newspaper.

Full details of the application form, terms of reference, sample contract document, etc.

will be posted on the web site of the Tribal Development Department.

Candidates will be given a minimum of 15 days time to apply. Applications can be

accepted through e-mail, post or courier. The mode of sending application will be clearly

indicated in the advertisement. Proof of qualifications need not be obtained at this stage.

Step-2: Registration & tabulation of applications

An officer or an agency will be assigned the task of entering all the applications in a

register and to assign a specific serial number to each application.

Details of every application will be listed in a table. D-SAG will make efforts to develop

software for speedy processing of applications.

The officer will not make any comment on eligibility of any candidate.

STEP-3: SHORT-LISTING OF THE APPLICATIONS

A committee consisting of the Secretary (TDD), one officer of the D-SAG and one

officer from outside the Department will review every application on the basis of certain

key skills and will short-list 6 times than the number of posts for the next stage. Such a

large number of short-listing will help to maintain a panel for one year, from which

candidates can be drawn during the year, if required.

Some of the suitable candidates can also be empanelled as short-term Consultants in P-4

to P-7 levels during any stage of the selection process or if they are not found suitable for

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the advertised tasks during personal interviews but their skills and experience can be

useful to DSAG for other activities; however, a decision in this matter will be taken by

the selection committee.

Short listed candidates will be informed through letter and e-mail. Other candidates will

not be individually informed. Candidates will be given at least 15 days time for the next

stage.

STEP-4: PERSONAL INTERVIEW AND TESTS FOR PERSONALITY AND SKILLS

This stage will be divided into Part-A & Part-B:

Part-A:

Part-A will include following tasks:

-Scrutiny of the proofs of qualifications and experience; and

-Skill and analytical test using computer and a case study- 30 marks

Part-B:

The candidates for next stage will be short-listed on the basis of their performance in this

part. The short-listed candidates will carry their score to Part-B

Part-A will include following tasks:

-Group discussion- 20 marks;

-Team game- 10 marks; and

-Personal interview- 40 marks

The selection committee will consist of the followings-

(a) Secretary, Tribal Development Department;

(b) An officer from D-SAG;

(c) One senior officer of the Government, not from the Tribal

Development Department; and

(d) At least one external expert of repute, having experience of

development sector.

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The quorum for selection committee will be of three members. Persons from category c

and d will be provided a token honorarium and re-imbursement of their actual travel

expenses. These terms will be decided by CEO of D-SAG. The selection committee will

also decide the number of persons in the panel, the desirable remuneration and the

persons who can be taken on the panel for short-term assignments for specific purpose in

the next two years.

D-SAG shall try to declare the results on the last date of the selection process.

STEP-5: ISSUE OF OFFER LETTERS

The results of Step-4 will be individually informed to the candidates and selected

candidate will be given 15 days plus the applicable notice period’s time to join, failing

which the next candidate on the panel will be offered the assignment, till a person joins.

In specific cases and after examining a written request from a candidate, the CEO may

extend the time limit suitably. Remuneration of the selected candidates can be negotiated

and fixed by the CEO, subject to the specific conditions prescribed by the Government

while sanctioning these posts.

METHOD-3: GRADING OF CURRICULUM VITAE (BASED ON ADVERTISEMENT)

Part time Consultants will be selected on the basis of grading of CVs by a committee of

experts. Outside persons can be invited as members of committee based on the

requirement. The grading will be based on certain key skills and experience which are

required to perform the tasks efficiently.

The validity of panel would be of two years or as decided by the competent authority.

METHOD-4: DIRECT APPROACH TO INDIVIDUALS OR INSTITUTIONS IN CERTAIN

SPECIFIC CASES

Some individuals or institutions will be directly approached in specific cases. No rules

and norms will prevail for the same. The terms of engagement would either be that of the

sponsoring institutions or as decided by the competent authority.

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METHOD-5: OBTAINING SHORT LIST FROM EMPLOYMENT EXCHANGE AND SUBSEQUENT

PROFICIENCY TEST

The process of induction will be based upon the rules of employment exchange. Once a

short-list is made available, DSAG will conduct a proficiency test of every candidate.

The test will be designed keeping in view the job profile of the assignment and select the

best candidate.

METHOD-6: PRE-PLACEMENT OFFER

On successful completion of the internship, a pre-placement offer can be made to interns

of various institutes for joining the organization on the position suits his/her qualification

and experience.

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CHAPTER-3

11

CLASSIFICATION OF FULL TIME CONSULTANTS:

Following table describes various levels, nature of tasks expected from individual levels and their gross monthly remuneration:

SR.

NO. LEVEL NATURE OF WORK PROFILE

GROSS

MONTHLY

REMUNERATION

(MAXIMUM)

DESIGNATION

1. S-1

Providing general assistance in the office, ensuring that the environment

is clean and hygienic, managing routine works. photocopying , delivery of

documents, any outside work of routine nature, providing assistance in

organizing meetings, workshops, SATCOM programmes, managing

stores, records & office files, providing security in the office, taking print

outs from computers, managing pantry, safe keeping of files, handling

vendors, assisting Consultants, etc. and any office task specifically

assigned by the in-charge of Administration.

Minimum wages for

unskilled workers. Office assistant

2. S-2

Nature of tasks expected will be as described in S-1 category. However,

this category will be offered to an experienced person who has acquired

some specific skills which, in long term, will be useful to the society.

Minimum wages for

un-skilled workers +

50%

Office assistant

3. S-3

Office work i.e. typing, downloading data, filing etc. and also expected

not to hesitate in doing tasks as mentioned in S-1 category.

4,000/- Office executive

4. S-4

Office work i.e. typing, downloading data, filing, making notings in the

files, assisting Consultants in performing their tasks etc. and also expected

not to hesitate in doing tasks as mentioned in S-1 category. Person

belonging to S-4 level is also supposed to assist in project related matters.

6,000/- Office executive

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* The work profile of level S-1 is applicable to all levels.

5. S-5

Developing new projects, handling, facilitating and monitoring on going

projects, coordination with other Government departments regarding

subjects assigned to the Consultant. Minimum of five days touring is

mandatory.*

8,000- 12,000/- Jr. Consultant

6. S-6

Developing new projects, handling, facilitating and monitoring on going

projects, coordination with other Government departments regarding

subjects assigned to the Consultant. Minimum of five days touring is

mandatory.*

12,000-15,000/- Consultant

7. S-7

Developing new projects, handling, facilitating and monitoring on going

projects, coordination with other Government departments regarding

subjects assigned to the Consultant. Minimum of five days touring is

mandatory.*

15,000-20,000/- Sr. Consultant

8. S-8 Same as S-7* 20,000-25,000/-

Adviser

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CLASSIFICATION OF PART TIME CONSULTANTS:

In addition to the above, there will be a category of part time Consultants who will be

placed into following levels:

For the short term Consultants selected for specific category of tasks like documentation,

designing, photography, etc., a panel will be formed with the signature of CEO.

VC, DSAG with post facto approval of personnel committee, can make changes from

time to time in these rules and terms and these changes will come into force on the date

approved by VC.

SR.

NO.

LEVEL REMUNERATION

1.

P-1

As per the provision of apprenticeship Act or as decided

by DSAG in the range of Rs.

900-2000/- p. m.

2.

P-2

3.

P-3

Either of the sponsoring institution’s rules or as decided

by DSAG

4. P-4

Upto 500/- per day

5. P-5

Upto 1000/- per day

6. P-6

Upto 1500/- per day

7. P-7

Upto 2000/- per day

8.

P-8 (special

category )

As decided by DSAG. The volunteer will belong to this

level.

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CHAPTER-4

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A. TERMS & CONDITIONS APPLICABLE TO S-1 TO S-8 LEVELS:

1. STATUS OF CONSULTANTS:

The Consultant is not considered a staff member of Development Support Agency of

Gujarat and, therefore, is not entitled to any benefits which normally accrue to the

permanent staff of Development Support Agency of Gujarat or Government.

2. APPOINTING AUTHORITY:

CEO, DSAG will be the appointing authority for Consultants.

3. REPORTING AUTHORITY:

CEO, DSAG will decide the specific reporting authority for individual Consultants.

The reporting authority is expected to assign specific work to the Consultant, provide

proper training and guidance and also supervise and review the work of Consultant.

S/he will also carry out monthly review of the performance of the Consultant and

submit the report to the in-charge of Administration.

4. LEAVE ENTITLEMENTS:

The Consultants of DSAG are entitled for availing three types of leave during their

contract period:

a. General/casual leave

b. Special leave

c. Maternal leave

A. CASUAL LEAVE:

Casual leave will accrue at the rate of one working day per month. Normally, all

leave accrued will be taken during the period of contract. However, in case of

extension of the contract, the Consultant is allowed to carry over the accumulated and

unavailed casual leave. Unused leave at the end of the contract period can be

encashed on the basis last remuneration drawn by the Consultant.

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Casual leave can be suffixed or prefixed with any other general or declared holiday.

The person intended to avail leave, will have to apply for the same in writing to the

reporting/competent authority for the approval.

Written intimation for availing leave is must; however if the person is on tour or out

of the posting place, can intimate the same telephonically and on return post-facto

approval can be obtained from the reporting authority.

The in-charge of administration will open a file for every Consultant to keep all

records of contract, leave, monthly progress reports, etc.

B. SPECIAL LEAVE:

Consultants are entitled to avail special leave in case of non-availability of casual

leave; such type of leave/s will be treated as Leave without Pay (LWP) and no salary

will be paid for that period.

In cases where special leave was availed for any reason other than for undertaking a

paid assignment elsewhere, such leave can be adjusted, if Consultant intends to

surrender the casual leave accruing in future. The financial entitlement in such cases

will be decided on the basis of remuneration drawn by the Consultant in the month

for which such casual leave accrued. The salary once deducted, will be reimbursed as

per the adjustment of leaves after the month when it became due. The per day amount

will be calculated as per the existing remuneration mentioned in the contract letter.

C. MATERNITY LEAVE:

Female Consultants are entitled to avail maternity leave of upto 16 weeks, subject to

the duration of the contract.

A certificate from a Government doctor indicating estimated date of confinement and

'fitness’ to work must be submitted.

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5. MEDICAL FACILITY AND ACCIDENTAL INSURANCE:

Consultants will be paid a maximum of Rs. 1000/- every year for accidental

insurance. DSAG will try to find out the best deal.

No medical facility will be extended by DSAG and Consultants are advised to avail a

mediclaim insurance cover. Unless the proof of insurance is submitted, the

remuneration from second month onwards will not be released.

6. RULES FOR TRAVELING AND LOCAL CONVEYANCE:

The CEO, DSAG will have the authority to decide the traveling allowances and mode

of traveling on case to case basis depending on the requirement. In such cases,

expenses will be reimbursed on submission of related vouchers and invoices. No bills

are required for claiming local conveyance.

If Consultants are using their personal vehicles (two or four wheeler), then the

reimbursement will be based on the Finance Department’s instructions prevailing at

that time.

If Consultants especially female work till late hours, the office vehicle can drop them

at their homes.

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7. DAILY SUBSISTENCE ALLOWANCE (DSA) DURING PERIOD OF TRAVEL:

The DSA expenses will be reimbursed on following basis:

No bills are required for claiming the DSA.

8. ACCOMMODATION DURING TRAVEL:

Accommodation will be provided as per the decision of the competent authority. The

reimbursement will be subject to production of bills.

9. MOBILE AND TELEPHONE ALLOWANCE:

The full time Consultants will be paid a total of 2000/- for a mobile. Consultants will

also be paid a monthly amount of Rs. 500/- for reimbursement of telephone expenses.

10. DOCUMENTS REQUIRED FOR ACCOUNTING PROCEDURES:

TDS will be deducted from the total amount as per the existing Government rules. All

full term consultants are expected to provide PAN No. to the Accounts Officer,

failing which remuneration for the 6th month onwards will not be released.

SR.

NO.

CLASS OF

CONSULTANT

WITHIN

GUJARAT OUTSIDE GUJARAT

1.

S-1 to S-4 100/day 125/day

2.

S-5 to S-8 200/day 250/day

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11. ORIENTATION OF NEWLY RECRUITED FULL-TIME CONSULTANTS:

Consultants will have to undergo at least three weeks initial training to get an initial

orientation of the broader arena of work. The period can be extended depending on

the project and individuals.

The orientation will be planned in the following manner:

� First week- The consultant will have to stay in any of the tribal village with a BPL

family

(One assignment can be given to the Consultant for that period to make the village

stays more significant and effective)

� Second week- During the second week, the consultant will be posted in a district

as a clerical person ,so as to learn the processes followed by district level offices

� Third week-In the last week of training, the Consultants will be orientated on

general office procedures

After the orientation of three weeks, the Consultants will have to submit a report on

his/her learning from this period or can make a presentation before the reporting

authority.

12. TAKING UP ASSIGNMENTS OUTSIDE DSAG:

Consultants are allowed to accept part time assignments from outside

organizations/individuals with the prior permission of the competent authority. The

Consultants will have to disclose the terms and nature of the assignment.

While undertaking such assignments, the Consultants will not be paid for that period.

If it is brought to the notice of CEO that the person has canvassed him/herself for

getting the assignment, permission can be denied.

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The duration of leave and permission to undertake an external assignment will be

decided by the competent authority. Consultant can not claim such leave as matter of

right. DSAG reserves the rights to deny the permission, if it is going to affect the on-

going activities of the Society or if some conflict of interest is involved.

13. POLICE VERIFICATION:

Police verification of the Consultants is essential to ensure that the Consultants do not

have any criminal record in past.

14. CAPACITY BUILDING OF CONSULTANTS:

DSAG will allow the full time Consultants to attend the training programme of 5-7

days anywhere in the country. All the cost for the same will be borne by DSAG.

15. PERFORMANCE APPRAISAL AND RENEWAL OF CONTRACT:

The performance of all full time Consultants will be reviewed at monthly and annual

basis in a prescribed format of DSAG (Annexures-VI & VII).

All Consultants are expected to submit a monthly performance report explaining the

broader tasks handled during the reporting month and they should also indicate their

plan for the next month.

The monthly report must be submitted by 30th of every month; however, the reporting

month will start from 20th of previous month and will end on 20

th of the month under

review. Unless the reports are submitted, the remuneration for the month will not be

released.

The contract end evaluation exercise will be a joint exercise, wherein the reporting

officer, CEO, VC, external expert and the concerned Consultant will sit together and

review the performance of the Consultant. This exercise will take place at the end of

contract period and will be treated as an overall evaluation of the Consultant.

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The renewal of contract will be subject to the satisfactory performance of the

Consultant. Consultants should submit at least nine monthly progress reports for the

annual review exercise to take place.

16. TERMINATION OF CONTRACT:

The contract can be terminated by either side without assigning any reason by giving

30 days notice period or one month’s salary in lieu of notice.

The Consultant will have to submit a no liability certificate (NLC) at the time of

relieving. If any liability found due, the amount of same will be deducted from the

final settlement.

Once the no liability certificate is submitted, the immediate reporting officer will

recommend the same to the CEO, DSAG with his/her comments and will dully verify

the clearance and dues.

The Consultant will be provided an experienced certificate by the competent authority

either at the time of relieving or after relieving.

The final settlement will be made after getting clearance from all concerned

authorities.

B. TERMS & CONDITIONS APPLICABLE TO PART TIME

CONSULTANTS:

1. FEE STRUCTURE:

The fee of Consultants will be finalized in the following manner:

Step-1: The work load of the assignment will be calculated by breaking various

activities in terms of person days;

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Step-2: The total No. of man days multiplied by the daily fee of the Consultant will

be computed and firmed; and

Step-3: The assignment will be finally given to the Consultant on lump sum fee basis.

Professional Tax and other applicable taxes will be deducted from the fee as per the

rules.

2. CONTRACT SAMPLE/TOR:

Every Consultant will be given a TOR for every assignment. Copy of contract sample

is annexed at Appendix-VI.

3. APPOINTING AUTHORITY:

CEO, DSAG will be the appointing authority for Consultants.

4. REPORTING AUTHORITY:

CEO, DSAG will decide the specific reporting authority for individual Consultants.

The reporting authority is expected to assign specific work to the Consultant, provide

proper training and guidance and also supervise and review the work of Consultant.

S/he is also to carry out timely review of the performance of the Consultant and

submit the report to the in-charge of Administration.

5. RULES FOR TRAVELING, LODGING & BOARDING:

Consultants belonging to P-1 to P-4 levels can travel by any public transport.

Consultants belonging to P-5 to P-8 levels can travel by air or by train AC-II tier. D-

SAG will bear the actual cost of travel and accommodation in case of journeys which

are undertaken outside Gandhinagar and Ahemedabad. However, the specific terms

will be mutually discussed with the short-listed Consultants and may vary for

individual Consultants. The reimbursement will be subject to production of bills.

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6. MEDICAL FACILITY:

A sum of Rs. 1000/- can be spent annually by DSAG for accident insurance. DSAG

will try to find out the best deal.

Submission of proof of insurance is necessary before assignment can be offered.

7. RULES FOR MISCELLANEOUS EXPENDITURES:

While undertaking the assignment, Consultant can be paid extra fee for expenses like

web searching, typing, local travel, telephone calls, paper, etc.

The details of such expenditure need to be mentioned while finalizing the total fee for

the assignment. As these will be paid on lump sum basis, no vouchers/bills are

required.

The reimbursement will vary from assignment to assignment.

8. TAKING UP ASSIGNMENTS OUTSIDE DSAG:

Part time Consultant can take any other outside assignment provided there is no

conflict of interest.

9. DOCUMENTS REQUIRED FOR ACCOUNTING PROCEDURES:

TDS and any other applicable tax will be deducted from the total amount as per the

existing Government rules; Consultants are expected to provide PAN No. to the

Accounts Officer, DSAG. Accounts officer will verify the same and accordingly

release the fee.

10. PERFORMANCE APPRAISAL, TERMINATION AND EXTENSION OF CONTRACT:

The supervisor/controlling officer will evaluate the performance and will certify the

work. In case of satisfactory performance, the Consultant can be retained in the panel.

24

If the assignment is delayed for any reason, a penalty will be charged as decided by

the supervisor, who can also relax this condition in genuine cases where delay was

beyond the control of the Consultant.

On the basis of timely completion of the assignment, payment of the same will be

recommended by the Reporting Officer to Accounts Office.

MONTHLY PERFORMANCE APPRAISAL

Name: Designation:

Month of reporting:

Major tasks undertaken:

Office Field Visit

Deliverables during the month:

Week-1:

Week-2:

Week-3:

Week-4:

Major goals for next month:

1.

2.

3.

Signature of Consultant

Dated:

Comments of Reporting Officer:

Signature of Reporting Officer

Dated:

ANNUAL PERFORMANCE APPRAISAL

Name: Designation:

Month of report submission:

Major tasks undertaken:

Brief description of duties performed:

Deliverables during the year:

1.

2.

3.

4.

5.

Factors affecting performance:

Specific areas for skill upgradation:

Major goals for next year:

1.

2.

3.

4.

5.

6.

7.

8.

9.

10.

Signature of Consultant

Dated:

Reporting Officer’s comments on overall performance:

Signature of Reporting Officer

Dated:

Comments of the performance review committee and comments of VC, DSAG:

Signature of committee members, Signature of VC, DSAG

Dated: Dated: